Defence Business Services - Archive Manager
Job description
- Job grade: Executive Officer
- Contract type: Fixed term
- Length of employment: 23 Months
- Business area: MOD - National Armaments Directorate - DBS
- Type of role: Knowledge and Information Management
- Working pattern: Flexible working, Full-time
- Number of jobs available: 1
Location
About the job
Job summary
Are you a dedicated person who is passionate about making a difference?
Would you like to work for the Ministry of Defence?
Defence Business Services (DBS) is one of the largest shared service organisations in Europe that provides a wide range of corporate services, to over 1.2 million end users, including serving and past military and families, as well as MoD civil servants and industry.
DBS delivers large scale administration and smaller specialist services to enable the wider MOD to focus on its core aims, maintaining the UK’s Defence and Security. Services include Human Resources, Pay, Veterans, Finance and Procurement.
Vision - To be the best shared service centre in Government
Mission - Proudly delivering excellence in shared services, through customer centric solutions to enable Defence outcomes
DBS is committed to creating a great place to work for all our colleagues. We are building an inclusive culture and respectful environment that reflects the diversity of the society.
We want to maximise the potential of everyone who chooses to work for us through opportunities to develop your skills and experience. We also offer a range of flexible working patterns and support to make a fulfilling career accessible to you and offer a Civil Service pension with an average employer contribution of 28.97%. Where your role permits, we support a blended working approach alternatively known as hybrid working.
DBS is part of The National Armaments Directorate (NAD) Group which is at the heart of delivering and sustaining the UK’s defence capability. Bringing together organisations responsible for developing, procuring, supporting and modernising Defence equipment, infrastructure and services, the Directorate works closely with industry, international partners and academia to ensure the Armed Forces have the capabilities they need to deter threats, protect the nation and succeed on operations. NAD drives innovation, operational readiness and value for money while supporting economic growth and strengthening the UK’s defence industrial base.
Come and join the DBS community today!
https://youtu.be/gUw0ToaRGgk
This position is advertised at 37 hours per week.
Job description
The Defence Business Services (DBS) Records Review Team, part of the National Armaments Director Group, is a specialist team of records management and sensitivity review professionals responsible for ensuring the Ministry of Defence (MOD) meets its obligations under the Public Records Act and government information management policy. The team reviews historically significant records to determine whether they should be permanently preserved, transferred to The National Archives or other approved places of deposit, or disposed of in accordance with approved retention schedules. Through this work, the team safeguards the corporate memory of Defence, supports transparency and accountability, and helps preserve the nation's military, operational and policy history for future generations. This is an exciting opportunity to join a highly skilled team responsible for preserving, protecting and reviewing some of Defence's most significant records, contributing directly to the stewardship of MOD's historical record while ensuring compliance with statutory obligations.
What will the successful candidate be doing?
- Day-to-day management of the MOD archive backlogs including its supporting database, of material of all classifications, ensuring information is stored accurately and securely, in adherence with MOD & Government policy and facilitating access to information to the team, wider MOD and Other Government Department’s (OGD).
- Process enquiries for files accurately and within given timeframes. As required, host visits to DBS KIB to view records held within the archive, adhering to internal security policies.
- Ensure annual musters and monthly spot checks of archive holdings are scheduled and undertaken. Investigate discrepancies and record actions taken.
- Management of the processing of sensitive information, ensuring it is correctly redacted from files and withheld on Retention Instruments (RIs), in adherence with MOD legislative obligations under Public Records Act (PRA), Freedom of Information Act (FOIA) and Data Protection Act (DPA).
- Act as a liaison with the National Archives/Advisory Council on National Records and Archives (ACNRA) on matters of sensitivity:
- Act as a point of contact between DBS KIB and the Defence Courier Service (DCS).
- Line management of one Administrative Officer (AO)
Due to the nature of the work, this role is site based only.
This is a Fixed-term Appointment as an Archive Manager in the Defence Business Services Records Review Team. Your responsibilities will be as described in this job advert. The reason why you are appointed for a fixed period is due (Insert reason for FTA). This post will therefore begin on your appointment and end 23 months after that date. You should be aware that when your Fixed-term Appointment at MOD comes to an end, arrangements will be made in line with the FTA policy.
If you are a permanent MoD civil servant and are found successful for an advertised Fixed-term Appointment (FTA) you should move into the post under a Temporary Transfer (for up to a maximum of 23 months). At the end of the posting you will return to your previous MoD Business area. If this posting is at a higher grade, your promotion will be temporary, and you will return to your substantive grade at the end of the Temporary Transfer. If a Temporary Transfer cannot be agreed between all parties then a transfer on an FTA contract is possible, read the FTA and Change of Work Location in the UK policy for further information.
If you are transferring to MoD from another government department (OGD) you should join the MoD on an inward loan. At the end of the loan you will return to your home (OGD) department. If a loan cannot be agreed between all parties then a transfer on an FTA contract is possible, read the FTA policy for further information.
Person specification
Desirable
- Understanding of Record Management principles and practices including Freedom of Information Act (FOIA), the Public Records Act (PRA) and Data Protection Act (DPA)
- Highly organised and able to work flexibly to meet changing requirements.
- Proficient IT skills including Microsoft Office (MS Teams)
- Line Management experience.
Experience of identifying and implementing new processes to drive efficiencies.
Behaviours
We'll assess you against these behaviours during the selection process:
- Leadership
- Making Effective Decisions
- Working Together
- Managing a Quality Service
Benefits
- An environment with flexible working options Monday-Friday
- 25 days paid annual leave rising (1 day per year) to 30 days upon completion of 5 years’ service (pro rata). In addition to 8 public holidays per year, you will also receive leave for His Majesty The King’s birthday
- An opportunity to be considered for Reward and Recognition
- Family-friendly policies including - parental leave and adoption leave
- Learning and development tailored to your role
- Professional and personal development of skills
- A culture encouraging inclusion and diversity
- Minimum of 15 days special leave in a rolling 12 month period for volunteer reserve commitments
- Special paid leave to volunteer up to 6 days per year
- A Civil Service pension with an employer contribution of 28.97%
The post does not offer relocation expenses.
External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.
Please Note: Expenses incurred for travel to interviews will not be reimbursed.
Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.
Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at .
The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.
MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.
Things you need to know
Artificial intelligence
Selection process details
Please ensure that at the application and interview stages of the campaign you review the Success Profiles Framework to assist you in the demonstration of your skills and experience.
Your suitability for the role will be assessed using the Success Profile elements that have been chosen for this campaign. Each element will be scored accordingly, and the successful candidate will be appointed on merit.
Candidates will be required to provide CV details to include job history and previous skills and experience.
Personal Statement:
Candidates will be required to provide a statement of suitability (500 Word Max).
At sift, candidates will be assessed against their CV and Statement of suitability and the following:
- Leadership
- Making Effective Decisions
- Working Together
- Managing a Quality Service
At interview, candidates will be assessed against the following:
- Leadership
- Making Effective Decisions
- Working Together
- Managing a Quality Service
Applications will be sifted on all Success Profile elements, but in the event of a high number of applications, the sift will be conducted on the following success profile elements:
Primary: Behaviour - Leadership
In the rare case where individuals have exact matching scores, the order of merit will be determined based on the behaviour scores at interview in the following order:
1 - Behaviour - Leadership
2 - Behaviour - Managing a Quality Service
3 - Behaviour - Making Effective Decisions
4 - Behaviour - Working Together
If candidate scores are still exact, the merit order will then be determined on the sift score in the following order:
1 - Behaviour - Leadership
2 - Behaviour - Managing a Quality Service
3 - Behaviour - Making Effective Decisions
4 - Behaviour - Working Together
5 - Career - Personal Statement
6 - Career - Previous Skills
7 - Career - Job History
Sift start date: Early January
Interviews are currently taking place via the following method: Face to face
Interview start date: Early to Mid January
Further information:
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical. This role does not meet that category, and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points-based system.
Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.
The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.
The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
Nationality requirements
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Amy McIntyre
- Email : amy.mcintyre110@mod.gov.uk
Recruitment team
- Email : DBS-EnhancedRecruitmentTeam@mod.gov.uk
Further information
Attachments
| Candidate Information 2025 Opens in new window (docx, 31kB) |
| Defence Internal Brief notice Opens in new window (docx, 43kB) |
| MOD Candidate Pack Opens in new window (pdf, 1563kB) |
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